Employee Relations Processes: Removal of Employee from Class During Probationary Period

Last Updated on 03/11/05
Please direct questions to:

Penny Phillips at pphillip@admin.usf.edu

• I. Introduction
• II. General
• A. Policy
• B. Delegated Authority
• III. Supervisor's Responsibilities

Exhibits / Forms

The Exhibits / Forms listed below are available in Word.

"Word"

PROB.1 - Checklist for Dismissal During Probationary Period (PRINT)

I.   INTRODUCTION

     Staff employees appointed to a class for the first time serve a probationary 
period of six months (employees in Law Enforcement classes, however, serve a 12 - month 
probationary period).  This period provides an opportunity for the supervisor to 
observe the employee's performance to determine whether or not performance
standards and expectations have been met. The first requirement of the 
supervisor is to establish performance standards and expectations and communicate them to 
the employee.

     Under certain circumstances, the probationary period may be extended for 
up to an additional six months.

     If an employee does not meet performance standards and expectations 
during the probationary period, the employee may be terminated or 
returned to a previous class and/or position, if appropriate.

     The Division of Human Resources Employee Relations representative 
can provide advice and guidance in processing extensions and in terminating 
or placing employees.

II.    GENERAL

     A.    POLICY

          1.     The purpose of a probationary period is to provide a trial period 
          for the employee to learn the job and for the supervisor to observe
          and evaluate the employee's performance.

          2.     An employee may be removed from a position at any time and for any 
          reason prior to the completion of the probationary period.  Any employee, 
          however, who believes his/her removal is based on grounds that 
          constitute discrimination is encouraged to consult with Diversity & Equal 
          Opportunity.

          3.     Removal from the position may involve a change in assignment, a
          demotion, or dismissal from University service.

• The type of action taken (i.e., change in assignment, demotion, or dismissal) may be influenced by whether or not the employee has permanent status in another class. If an employee has permanent status in another class, an effort will typically be made to return the employee to that class by way of demotion or change in assignment, provided the employee had an acceptable work record in the class, as evidenced by documented performance evaluations.
   
• Dismissal is a last resort when the employee does not meet standards and expectations during the probationary period and a change in assignment is not a viable alternative due to the employee's lack of status in another class or documented poor work history. Dismissal may also become necessary for non-performance related reasons, such as the deletion of the probationary employee's function or the need to place a permanent status employee in the position due to business necessity.

     B.   DELEGATED AUTHORITY

               Refer to Exhibit HRRP.6 for a table of delegated authority for Employee Relations.

III.   SUPERVISOR'S RESPONSIBILITIES

     
     A.   Prior to removing a first- time probationary employee who does not have permanent status in 
any class, the following questions should be considered:

          1.   Has the employee been provided with performance standards, received adequate training for the 
          job, and does he/she understand the performance standards and supervisor's expectations?

          2.   Has the employee received regular feedback and coaching concerning performance? 

          3.   Where problems have been noted, have the employee's efforts been redirected in an effort to 
          help him/her meet standards?

          4.   Has an assessment been made whether or not extending the probationary period will help resolve
          the problem?  

     B.   Supervisors are advised to consult with Human Resources prior to dismissing an employee 
who does not possess status in any class.  Once the decision has been made to proceed with dismissal, the 
following steps are taken by the supervisor.

          1.   Advise the employee orally that he/she will be dismissed for failure to meet expectations, 
          performance standards, job requirements, or other work-related reason (s).

          2.   Follow up with written notification to the employee and attach a copy of the dismissal notification
          to the appointment form when it is submitted to Human Resources to separate the employee from 
          employment.  Notification should include, but not be limited to, the following:

"This is to advise you that you are being terminated from your position effective close of business on [DATE] for failure to successfully complete your probationary period."

     3.   Where feasible, give the employee two weeks' notice prior to dismissal.

          4.   Conduct an exit interview, as appropriate.
 
   C.   For probationary employees with status in another class, prior consultation with Human 
Resources is mandatory before an employee may be removed from the position.  The course of action 
taken will be in accordance with the provisions of Performance Management, or Disciplinary Actions, 
as applicable.  No employee with permanent status may be dismissed without prior approval from 
Human Resources.

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